
			CINP Board Meeting Minutes

			      Jan 12, 2021
                13:30 Atl/12:30 East/11:30 MB&SK/9:30 BC

   CALL-IN INSTRUCTIONS:
   We will use the Zoom video conferencing system for this meeting.

   https://uregina-ca.zoom.us/j/91819150690?pwd=N2xqOFJ3dUp2QzJQLzA5Q2hmV0tFdz09

Present: Michael Gericke, Chris Ruiz, Jeff Martin, Rituparna Kanungo,
  Sangyong Jeon, Gwen Grinyer, Garth Huber, Greg Hackman

Minutes by SJ

1. Approval of Agenda
Approved by consensus.

2. Approval of Minutes
   - June 18/20 (including also Oct 19 E-vote to support CUPC-2020)

Moved by RK 
Seconded by MG 

3. Finance Report (Greg)
   a) status of NSERC account and projection to March 31, 2021
   
- Previously approved spendings are being postponed due to the pandemic.
- CINP share of the Long Range Plan expenses will be more like $4k rather than
  the $10k invoice we paid.
  But we will not get the difference back from NSERC.
  NSERC will also reduce their contribution accordingly.
- Projected year end balance is $60k. Some of this surplus will go to the
  delayed workshops, conferences, etc.
- Dalhousie CAP meeting (2018) expense has finally been charged and paid.

Private account: 
About $13k spent so far for the audits. The 2019 audit cost still to be paid.
CR will be added as a co-signer for CINP cheques.

   b) update on member invoices paid to date

McGill and St-Mary's have not yet paid their membership fees.
SJ will follow up on McGill invoice. RK will follow up on St-Mary's invoice.

Approval of the finance report:
Moved by CR
Seconded by GG

4. Executive Director Report (Garth)
   a) Update on Financial Review

Financial reviews for the first 4 years have been completed so far.
The last 1 year (2019-20) is almost done.  
   
   b) Proposed budget for FY21

GH:
NSERC account:
- We have $60k balance coming into the fiscal year. Grant is $75k per year. This
  year we had $85k because of the expected LRP expenses.
- Proposing to increase the number of summer scholarships in this coming year
  from 5 to 6.
- Proposing start the graduate fellowship with 1 award of $12k.
- On the order of $20k surplus is projected at the end of the grant period
  (2024).  We may be able to add one more graduate fellowship in one of the
  years.
  
Private account:
- Future audit costs and expenses for Exec Dir (GHu) are allocated.
- A balance of about $10k is projected at the end of 2024.

Discussions:

- Because of the discrepancy between when GHu's salary is paid and when the
  membership fee is due, there is going to be a brief period when we are
  actually in red. We should invoice the institutions early to avoid that
  (April, May).

- URS budget: Proposing to increase from $25k (5 scholarships) last year to $30k
  to allow 6 scholarships.
- Travel supplements probably will not be spent until travels are allowed.

- CUPC and WNPCC supports: Estimated to be at the same level based on the NSERC
  application.

- Junior scientist travel support: Leave them as it is for now.

Motion to approve the proposed budget:
Moved by SJ
Seconded by CR

   c) Undergraduate Research Scholarships (URS)
      - 5 year budget passed last year listed $30k for 6x$5k scholarships, and
        another $5.6k for travel supplements
      - propose an application deadline of Monday, March 1
      - need a motion to approve
      - need members for selection committee

No more discussions.
Motion to approve:
Moved by GG
Seconded by RK
Volunteer for the selection committee: CR
Selection committee members are GHu, Juliette Mammei, and CR.

  d) Graduate Fellowship
     - you might recall this is a new initiative proposed in last year's NSERC
       application.  5 year budget passed last year listed one scholarship/year
       starting in FY21.  I suggest $12k.  If the program is successful, after
       1-2 years, we can decide to offer more than one scholarship if the
       program is successful, and the budget permits.
     - the only other time CINP offered a grad fellowship (2013), the
       application deadline was late March, so assuming we do something
       similar, propose a deadline of Monday, March 29
     - one issue to discuss is how to implement any EDI component.
     - need a motion to approve
     - need members for selection committee

Discussions:

Implementing the EDI component: 
- Wording could be along the line of "The award winner will be chosen in
  accordance with the internal EDI procedures."
- Need to conform to the BC human rights code. We can run the wordings by the
  EDI office/Legal at TRIUMF.

Use of the fellowship: Not an entrance fellowship. The $12k amount basically
  replaces the TA-ship and/or should be used to encourage finishing MSc
  students to stay for PhD.

Motion to approve 1 fellowship of $12k with the application deadline set to
March 29:
Moved by MG
Seconded by CR
Volunteer for the selection committee: GG

- Agenda ordering change: f-e-h-g

f) Membership

      New Applications
      177 - Simon Caron-Huot, McGill

      Transfer from Associate to Faculty-level Membership
      136 - Annika Lennarz

      Associate Member Renewals
      002 - Wim van Oers
      058 - Gordon Ball
      108 - Wenliang Li
      109 - Martin Alcorta
      134 - Fatima Garcia
      140 - Mike Pearson

      Associate Member Deletions
      038 - James Birchall (retired)
      107 - Zafar Ahmed (left field)
      113 - Jason Park (no plans to return to Canada)
      135 - Daniel Lascar (no plans to return to Canada)
      142 - Ryan Ambrose (left field)
      144 - Samip Basnet (left field)

      Associate Member no response (delete)
      110 - Nikita Bernier

      Full Member Deletion
      045 - John Crawford, McGill (deceased)

Discussions:
- Nikita Bernier not responding. Membership should be removed.
- Reason for the transfer from Associate to Faculty-level followship: Annika
  (TRIUMF) is an Adjunct at McMaster. Now eligible for NSERC.
- Some discussions ensued on NSERC eligibility of Adjunct professors. But
  ultimately, it has no bearing on the CINP membership.

Motion to approve all membership related issues: 
Moved by CR
Seconded by GG

      Simplified application form for Sponsored Associate Members
      Please see draft form at:
      https://cinp.ca/sponsored-associate-membership-form

Simplified application form ready for approval.
Discussion:
Add supervisor email to the email form and go ahead with the short form.

e) Institutional Membership
      
      - SFU
      
- GHu has been in contact with Corina Andreoiu. She reecived verbal approval
  from SFU. GHu is waiting for the signed document.
- SFU has 3 faculty members but Trottier may need to become an associate member
  if SFU is not willing to pay for him.
      
      - discussion re. Calgary

- Calgary has a number of CINP faculty members (ALPHA, TITAN, quark star
  theory, etc).
- Rob Thompson may be the best person to approach. The letter of invitation
  will be sent to Calgary.
- Then RK and Jens Dilling can follow up with Rob Thompson.

Memorial (Svetlana Barkanova) is also interested in joining CINP.

   h) Conference Support Application 
      - Additional item: WNPPC request from Thomas Brunner

- Thomas is asking for 4 student prizes from CINP just for this year. This is
  instead of travel awards.
- The total amount is $2k. Prizes should go to CINP students defined as
  students of CINP members.
- But there may not be enough CINP talks for 4 prizes

Motion to approve up to 4 prizes:
Moved by SJ
Seconded by CR
      
GHu: Other conferences: Waiting for the reviews from the WG chairs.
      
      - Gordon Research Seminar & Conference on Nuclear Chemistry

   g) Scientific Working Groups
      - Letter of Thanks to SWG Chairs for hard work on CINP White Paper
      - Modification of Terms of Reference of Nuclear Education & Training SWG
      - Nuclear Theory SWG
      - Updates to CINP Website

To be discussed in the next meeting.

   i) Other News
      - SAPES Large Projects Day: Feb 21 (virtual)
      - Update from Carleton/Winnipeg/UVic MRS Board
      - Update on input to NDRIO
      - plan for CINP sessions at CAP Congress

To be discussed in the next meeting.

5. News from TRIUMF (Chris)

EEC meeting schedule coming soon. Check your emails.

6. Other Business
None.

7. Approximate date of next meeting

GHu will circulate a doodle poll for a time slot in the last week of January.

8. Adjourn
